Gmail, Slack, Zoom and more — Tech rules for the new and everyone who works

You are probably familiar with tools like Zoom and Gmail, but the way you use them is very important to the job. Your professors did not have the money to make it, and they will not be there as you continue your work. Even in the hottest labor market for entry-level workers in recent years, mistakes here can have consequences.

The communication requirements in many fields are greater than ever before, as some employees are often at home. And these requirements are very difficult for those who have just started their careers or careers.

After finding a new job during the epidemic, I can relate. Knowing your colleagues or making your work visible to senior leaders is difficult when working at your kitchen table. So here is an original guide to sending email, messaging and video chat in a modern remote workplace.

Make a point

Demonstrated expertise in all the skills required to get a job, very good. To grow your career and grow in the company, you need to be seen and heard, says Gorick Ng, Harvard University’s graduate student career advisor and author of a best-selling self-help book for young professionals. First, he says, you should:

Be aware of preferred communication methods. On the first day, ask: What is the best way to communicate? Email? Call? Slack? (Do not send messages to your supervisors unless they first send you a text.) Ng.

There seems to be one common guess among management, that Mr. Ng calls it “a mass and grows.” Do not ask 10 questions in 10 different books — put them together before going to your manager.

For video calls, arrive early and stay late. “There is always that difficult time before the most important person is seen, when everyone is eagerly waiting for someone to break the ice,” he said. Ng. This can be a wonderful time to have fun. Delays in the end can also pay off. Someone in the group may want to sit on the phone to talk.

Study the internal guide. Don’t just look at your team, says Mr. Ng. Look through all the offices and teams, mark names and titles, and do research on LinkedIn. “They dig the same things,” he said. “Do you have a friend, school or hobby?”

For those who are able to work in person and their organization uses unoccupied seats, hot desking, suggest choosing seats near the usual seats. “Stay close to the action,” he advised.

Virtual-meeting virtuoso

Zoom, Microsoft Groups, Google Meet, Webex and Bluejeans are some of the most widely used videoconferencing platforms. Find out what your company is sending and download your desktop and mobile device applications in advance, and try a test session, before joining the original one.

Peggy Hsu, the university’s hiring manager at the Roblox videogame site, suggests that new employees automatically turn on their cameras at meetings to build relationships with their colleagues. And do not forget to wear a part, at least from the waist up.

You will want to make sure you look good and sound good. The short length of your webcam and the light on your face goes a long way. Logitech’s $ 60 Litra Glow clip-on light produces a soft, compact glow, but any light or window nearby is helpful. Just make sure there is nothing behind you. In Zoom Video Settings, turn on the touch feature and enable “Always show video preview when joining a meeting.”

When you share your screen, present the active window, not your entire screen. Try not to take on too many activities during the meetings — especially if you are introducing yourself, obviously. Make sure notifications are off by enabling Do Not Disturb.

The whole world knows this, but it does happen again and again: Keep quiet when you do not speak. And do not forget to bring peace to where you are. (Use keyboard shortcuts, such as the push-to-talk space bar in Zoom.)

Chat app alert

Do not type anything you do not want your employer to see on Slack or any other company communication tool. Any message you send, whether in a public group or in a private, private message, is likely to be viewed by the administrator. This also applies to your email, shared cloud storage system and video call chat channel.

If your company uses Slack, you can go to the App’s Settings Settings to see the organization’s policies regarding chat history and message export. If your company uses a different software, check your employee’s manual.

My favorite feature of Slack is its integration with external companies and calendars like Google Calendar and Outlook. Once activated, you can adjust your schedule to your Slack status, so when in a meeting, your availability will be set to No One with Calendar emoji. When it’s time to join a meeting, you’ll receive a direct Slack message with a link to join the call.

Channels and groups can be quickly frustrated. Sorting your sidebar into categories can help: Right-click a channel and select “Create a new category.” You can mute the notifications based on each category. Quickly find a group or person using the search function at the top (or by typing Command-K).

Set reminders to revisit messages. Hover over the message, click on the three dots next to it, and go to “Remind me of this.”

Lots of customization notifications. Go to Preferences and set a custom schedule for notifications, so you do not fall asleep during the night. Also set notifications for your mobile devices “immediately when I’m not working” on your desktop.

And remember to add context to your messages. Don’t just say “Hey,” and bounce.

Email As Expert

The longest emails are the new standard, according to Renate Norman, general manager of university leases worldwide at Microsoft. “Get to the point quickly,” he said. You recommend starting with a summary and your main point or asking aloud. You can add more details later, but if the damage is severe, pick up the phone.

Postback delay feature saves email life. It will give you a grace period — also known as the “whoops” moment — before your email goes to recipients. In Gmail settings, you can set this timeout period to 30 seconds. In Outlook settings, go to Email, click Compose. then reply and scroll under Undo send, where you can set up to 10 seconds. Do it.

If you work late, or have partners in different time zones, you can also delay delivery to Outlook by clicking More options, then select Sending Options, or use the Shipping application in Gmail by clicking the down arrow next to Send.

Byod? Be careful

Bring Your Device It is a policy followed by many companies. While it does mean you can use your favorite phone or laptop computer with work apps, it usually comes with a trade-off: Another activity on your personal device can be monitored by your employer.

Many companies require employees to download a management profile on their mobile devices. Before installing, review its permissions. Common access includes the ability to erase all data and settings, as well as remove apps and data in case your phone is stolen. Are you in your family plan? Make sure your name is in the caller ID.

If you need to do work on your personal computer, the easiest way to keep things separate is to use two different browsers — for example, Chrome for work, Safari for personal items.

If all of this seems too much to bear, it is. Even the most experienced among us forget to silence and accidentally send an email via typo. Take a deep breath. You got this. Whatever you do, don’t just go to bed.

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